ANDREW M. CUOMO Governor JOSEPH RUGGIERO Executive Director RICHARD A. GERENJINE Chairman BOARD MEETING AGENDA THURSDAY, NOVEMBER 17, 2016 - 3:00 P.M. I. ADOPT THE REGULAR BOARD MEETING MINUTES OF OCTOBER 20, 2016 II. BUSINESS ITEMS: a. Administration & Human Resources: a. NYS OGS Fuel Contracts Date Extensions b. Engineering and Maintenance: a. Biennial Bridge Inspection Services Bid Results BA-2017- RE-103-ES b. NBB North Span Catwalk & Cable Tray Rehabilitation Design Build Results BA-2016-RE-109-DE c. System-Wide Street Sweeping Contract - Third Extension BA-2013-0E-114-0T d. Jobs inProgress Monthly Report c. Financial: a. Investment Report b. Budget and Financial Plan 2017-2020 c. Annual Billing from NYS Employee's Retirement System d. Quarterly Operations Report 03 2016 d. Information Technology : None e. Bridge Operation. s : None Headquarters I P. O. Box 1010, Highland, New York 12528 I P. (845) 691-7245 F. (845) 691-3560 Iwww . nysba.ny.gov RIP VAN WINKLE BRIDGE P.O. Box 286 Catskill, NY 12414 (518) 943-2360 KINGSTON-RHI NECLIFF BRIDGE P. 0. Box 2992 Kingston, N Y 12402 (845) 336-8181 MID-HUDSON BRIDGE P.0. Box 1010 H igh l and, N Y 12528 (845) 691-7221 NEWBURGH-BEACON BRIDGE P. 0.Box 28 Beacon,NY 12508 18451831- 3700 BEAR MOUNTAIN BRIDGE P.1. Box 323 Fl M ontgomery ,N Y 10922 (845) 446-4721
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ANDREW M. CUOMO
Governor
JOSEPH RUGGIERO
Executive Director RICHARD A. GERENJINE Chairman
BOARD MEETING AGENDA THURSDAY, NOVEMBER 17, 2016 - 3:00 P.M.
I. ADOPT THE REGULAR BOARD MEETING MINUTES OF OCTOBER 20, 2016
II. BUSINESS ITEMS:
a. Administration & Human Resources:
a. NYS OGS Fuel Contracts Date Extensions
b. Engineering and Maintenance:
a. Biennial Bridge Inspection Services Bid Results BA-2017-RE-103-ES
b. NBB North Span Catwalk & Cable Tray Rehabilitation Design Build Results
BA-2016-RE-109-DE
c. System-Wide Street Sweeping Contract - Third Extension BA-2013-0E-114-0T
d. Jobs in Progress Monthly Report
c. Financial:
a. Investment Report
b. Budget and Financial Plan 2017-2020
c. Annual Billing from NYS Employee's Retirement System
d. Quarterly Operations Report 03 2016
d. Information Technology :
None
e. Bridge Operation.s:
None
Headquarters I P.O.Box 1010, Highland, New York 12528 I P.(845) 691-7245 F. (845) 691-3560 Iwww .nysba.ny.gov
RIP VAN WINKLE BRIDGE
P.O. Box 286 Catskill, NY 12414 (518) 943-2360
KINGSTON-RHINECLIFF BRIDGE P. 0. Box 2992 Kingston, NY 12402 (845) 336-8181
Mr. Wright indicated to the Board that in 2012, the Authority advertised for an on
call system-wide fiber maintenance repair contractor and selected Schupp's Line
Construction, Inc., awarding them a three (3) year contract, BA-2012-00-002-IT,
with the option of extending the service period for two (2) additional one (1) year
periods. In October of 2015, the Authority extended the contract for one (1)
additional year. The Authority 's experience with Schupp's has been a positive
one and Mr. Wright recommended exerting the option to extend the contract for a
second one (1) year term at the revised hourly rates and a not-to-exceed amount
of $75,000.00 approved for payment on a time and materials basis for
emergency fiber optic repair work . Chairman Gerentine called for a motion. On
a motion of Vice Chairman Higgins, seconded by Commissioner Jablonski, the
following resolution was adopted unanimously:
NEW YORK STATE BRIDGE AUTHORITY
BOARD RESOLUTION
Resolution No.: 016-103
Resolution Date: October 20, 2016
WHEREAS , the New York State Bridge Authority has determined that it is
in the public interest to extend the contract for professional services in
connection with on-call system-wide response to fiber optic cable damage (BA-
2012-00-002-IT); and
WHEREAS , the Authority has previously awarded this contract to
Schupp's Line Construction, Inc., of Albany, New York; and
WHEREAS , this contract included the option for the Authority to extend
the term of the contract for two additional 1 year periods and the Authority
exerted its first option to renew in October 2015; and
WHEREAS , the Authority's Engineering Department has reviewed and
approved Schupp's following rates: fiber repair regular work week hours
$242.00/hour, off hours - $288.00; trenching and backfilling regular work week
hours - $262.00, off hours - $319.00 with a total not-to-exceed amount of
$75,000.00; now therefore
BE IT RESOLVED that the second one (1) year extension of this
agreement be issued to Schupp's Line Construction, Inc.; and
BE IT FURTHER RESOLVED that the Executive Director, or his designee,
is hereby authorized and directed to take the necessary measures to implement
this resolution.
h
5380
IN WITNESS WHEREOF, this resolution has been duly adopted this 201
day of October 2016.
Joseph Ruggiero, Secretary
5381
3) Kapsch E-ZPass Maintenance Fees
Mr. Wright informed the Board that Kapsch TrafficCom IVHS, Inc. has been the
sole source service provider for E-ZPass antennae and signal processing since
the inception of E-ZPass. The rates and the contractual terms of their service
agreement are negotiated by the lnteragency Group (IAG) for all E-ZPass
agencies. In 2010, the existing maintenance contract expired and terms of the
new agreement were advertised and cost proposals received. Once again,
Kapsch was chosen as the sole source provider. A new ten year maintenance
service term began in 2012 and in November of that year the Board authorized
the Authority to enter into a contract with Kapsch for the remaining nine (9) years under the terms and rates negotiated by the IAG. This maintenance contract
provides for onsite support and monthly pro-active system conditioning, with the
contract amount set at $304,852.00 . Due to an oversight, Kapsch failed to
invoice the Author ity for maintenance for the term of August 14, 2015-August 13,
2016. The current term of August 14, 2016-August 13, 2017 is now due, with
maintenance invoices from both terms at $26,120.16 each, for a total of
$52,240.32. Chairman Gerentine called for a motion. On a motion of Vice
Chairman Higgins, seconded by Commissioner Stanton, the following resolution
was adopted unaniously:
NEW YORK STATE BRIDGE AUTHORI TY
BOARD RESOLUTION
Reso"lution No.: 016-104
Resolution Date: October 20, 2016
WHEREAS , the New York State Bridge Authority utilizes Kapsch
Traff icCom IVHS equipment for the reading of E-ZPass tags for electronic toll
processing; and
WHEREAS , the Authority has determined it is in the public interest to
maintain this equipment through services provided by Kapsch TrafficCom IVHS
and identified through the current E-ZPass ten (10) year lnteragency Agreement
and accepted by the Author ity 's Board at their November 2012 meeting; and
WHEREAS, thi.s maintenance contract provides for onsite support and
monthly pro-active system conditioning and is billed on annual basis; and
WHEREAS, the Authority has reviewed Kapsch's invoices for
maintenance services for the terms August 14, 2015 - August 13, 2016 and
August 14, 2016 - August 15, 2017 in the amount of $26,120.16 each, now
therefore;
BE IT RESOLVED that the Authority issue a purchase order to Kapsch
TrafficCom IVHS in a not-to-exceed amount of $52,240 .32; and
BE IT FURTHER RESOLVED that the Executive Director, or his designee,
is hereby authorized and directed to take the necessary measures to implement
this resolution.
5382
IN WITNESS WHEREOF , this resolution has been duly adopted this 20th
day of October 2016.
Joseph Ruggiero, Secretary
5383
4) System-Wide Joint Repairs Award Typographical Error
Mr. Wright explained to the Board that this project was publicly bid and awarded
in June to Foit-Albert Associates in the amount $33,790.00. However, the
contract number was listed on the resolution as BA-2015-RE-110-DE, when it
should have read BA-2016-RE-110-DE . Chairman Gerentine called for a
motion. On a motion of Vice Chairman Higgins, seconded by Commissioner
Jablonski, the following resolution was adopted unanimously:
NEW YORK STATE BRIDGE AUTHORITY
BOARD RESOLUTION
Resolution No.: 016-105
Resolution Date: October 20, 2016
WHEREAS, the Board of Commissioners of the New York State Bridge
Authority determined that it was in the public interest to award a contract for
professional design services to Foit-Albert Associates in connection with System
Wide Joint Repairs on June 15th, 2016 as per Resolution #016-062; and
WHEREAS, the contract number designated BA-2015-RE-110-DE on the
resolution was incorrect; now therefore
NOW THEREFORE BE IT RESOLVED that the Board of Commissioners
of the New York State Bridge Authority amend the contract designation to now be
BA-2016-RE-110-DE , awarded to Foit-Albert Associates of Albany, NY in the
amount of $33,790.00; and
BE IT FURTHER RESOLVED . that this resolution shall supersede
Resolution #016-062 and render it void; and
BE IT FURTHER RESOLVED that the Executive Director, or his designee,
is hereby authorized and directed to take the necessary measures to implement
this resolution.
IN WITNESS WHEREOF, this resolution has been duly adopted this 20th
day of October 2016.
Joseph Ruggiero, Secretary
5384
5) Quarterly Accident Report
Mr. Wright stated that he and the Manager of Maintenance reviewed all of the
accidents in the third quarter to determine if something could be done to possibly
prevent similar accidents from happening in the future. All of the accidents were
believed to be from driver error : driving too fast for weather conditions, not paying
attention and distracted driving. No action was required by the Board.
5385
6) Jobs in Progress
Mr. Wright advised the Board regarding the Engineering Jobs in Progress Report
for the month of August. Mr. Wright reported that the contractor for the sidewalk
and railing replacement project at the Rip Van Winkle Bridge is awaiting
additional railing and sidewalk panel delivery and work will resume late October.
The Walkway Over the Hudson north railing rehab project is nearing completion
expected by the end of November. Mr. Wright also mentioned that the Mid
Hudson expansion joint repairs emergency night work is ongoing and scheduled
to be complete in five more nights. Also the roof at the old Administration
building is 90% complete, with the office roof project to begin in early November.
Modjeski and Masters is in the process of designing the 9W railing for the
Newburgh Beacon Bridge and the contractor continues shoring work on the
North span. Chairman Gerentine called for a motion. On a motion of Vice
Chairman Higgins, seconded by Commissioner Jablonski, the following
resolution was adopted unanimously:
NEW YORK STATE BRIDGE AUTHORITY
BOARD RESOLUTION
Resolution No.: 016-106
Resolution Date: October 20. 2016
WHEREAS, the Board has reviewed the monthly Engineering Progress .
Report on Capital Project Status; and
BE IT RESOLVED that the Engineering Progress Report is accepted as
an instrument documenting the Board's briefing of Capital Construction activities;
and
BE IT FURTHER RESOLVED that the Executive Director, or his designee,
is hereby authorized and directed to take the necessary measures to implement
this resolution.
IN WITNESS WHEREOF, this resolution has been duly adopted this
20th day of October 2016.
Joseph Ruggiero, Secretary
5386
FINANCIAL:
1) Investment Transaction Report
Mr. Bushek reviewed the Investment Report for the month of September noting
six investments for the month. Chairman Gerentine called for a motion. On a
motion of Vice Chairman Higgins, seconded by Commissioner Jablonski, the
following resolution was adopted unanimously:
NEW YORK STATE BRIDGE AUTHORITY
BOARD RESOLUTION
Resolution No.: 016-107
Resolution Date: October 20, 2016
WHEREAS , the investment control procedures for the New York State
Bridge Authority provide that the Board shall review and approve the report of
investment transactions completed since the meeting of the Board on September
15, 2016; now therefore and,
BE IT RESOLVED, that the Board of Commissioners of the New York
State Bridge Authority the New York State Bridge Authority does hereby concur
with and approve the investment report as filed with this body on this date for the
purpose noted; and,
BE IT FURTHER RESOLVED, that the Executive Director, or his
designee, is hereby authorized and directed to take the necessary measures to
implement this resolution.
IN WITNESS WHEREOF, this resolution has been duly adopted this 20th
day of October, 2016.
Joseph Ruggiero, Secretary
5387
2) Workers Compensation Renewal
Mr. Bushek indicated to the Board that the Authority's Workers' Compensation
Insurance policy renews October 21, 2016 and the State Insurance Fund has
offered the Authority a 35% upfront discount on the manual rates charged on
each dollar of Authority payroll. This discount is a return to the level from 2014 ·
that was lost last year due to loss experience. Typically, all companies offer
some percentage discount but in comparison the State Insurance Fund still offers
the highest discount that no other carriers match. The Board approves workers
compensation by resolution noting a premium is "subject to audit." The final
premium will be revised based on final audited payroll numbers that routinely
vary from original estimates. The Board is effectively approving the rates that will
be applied to audited payroll after the close of the policy period next year.
Based .upon projected salaries for the 2016-2017 budget this year's premium
quote increases from the estimated $461,645.02 to $508,697.07, an increase of
$47,052.05, or 10.2% not including the $5,000 broker fee charged annually. The
increase is attributable to several factors reflected in the quote from the broker.
Mr. Bushek noted that the Authority compares the estimated renewal premium to
the prior years' estimated renewal premium at the time of Board consideration as
the audit for the current year payroll will not be complete until after the new policy
year begins.
Mr. Bushek emphasized the final premium cost will be based on actual salaries
which are audited by the State Insurance Fund after the end of the policy year.
That audit will determine the final cost for the policy year. Mr. Bushek believes
the Authority have received the lowest price possible for workers compensation
insurance and recommended the Board approve this purchase. Chairman
Gerentine called for a motion. On a motion of Vice Chairman Higgins, seconded
by Commissioner Jablonski, the following resolution was adopted unanimously:
NEW YORK STATE BRIDGE AUTHORI TY
BOARD RESOLUTION
Resolution No.: 016-108
Resolution Oat: October 20, 2016
WHEREAS, the Board has reviewed the report relative to the purchase of
workers' compensation insurance; now therefore
BE IT RESOLVED the New York State Bridge Authority does hereby
approve this purchase with the State Insurance Fund, through Associates of
Glens Falls Inc., at the projected payroll level cost not-to-exceed cost, subject to
payroll audit, of $508,697.07 in addition to a $5,000 broker fee; and
5388
BE IT FURTHER RESOLVED that the Executive Director, or his designee,
is hereby authorized and directed to take the necessary measures to implement
this resolution.
IN WITNESS WHEREOF , this resolution has been duly adopted this 20th ·
day of October 2016.
Joseph Ruggiero, Secretary
5389
3) Accident Review Committee Report Q3 2016
There were 84 accidents on Authority facilities in the third quarter of 2016, compared
to 78 the previous year. During this period there was 1 accident , no injuries,
involving Authority vehicles as compared to 7 in the prior year. No action required
by the Board.
BRIDGE OPERATIONS:
1) TRANSCOM Open Outreach Assessment 2016
Mr. Smith explained to the Board that Transcom's Open Reach is a web interface
whereby NYSSA Command Center Administrators can log into the Transcom
regional conditions database . This system allows member agencies to enter
traffic and road conditions that may affect the travelling public throughout the
region, including on NYSSA facilities. Additionally, it allows the Authority to
monitor and receive notifications of events which occur throughout the area that
may impact traffic crossing our facilities. A fee is assessed annually upon each
member agency for maintenance, operation, and expansion of the system.
Transcom estimates the Authority's share this year to be $12,219 .81, which
includes a credit of $3,662.19 from the 2015 reconciled costs. Chairman
Gerentine called for a motion. On a motion of Vice Chairman Higgins, seconded
by Commissioner Stanton, the following resolution was adopted unanimously:
NEW YORK STATE BRIDGE AUTHORITY
BOARD RESOLUTION
Resolution No.: 016-109
Resolution Date: October 20, 2016
WHEREAS, the Authority Board has reviewed the memorandum regarding
the annual assessment for Transcom's Open Reach interface; now therefore
BE IT RESOLVED that the Board approves payment for the 2016 Annual
Open Reach assessment in the amount of $12,219.81 and
BE IT FURTHER RESOLVED that the Executive Director, or his designee,
is hereby authorized and directed to take the necessary measures to implement
this resolution.
IN WITNESS WHEREOF, this resolution has been duly adopted this 20th
day of October 2016.
Joseph Ruggiero, Secretary
5390
REPORTS TO BOARD:
1) Monthly Activity Report of the Executive Director
The Monthly Activity Report was submitted by Executive Director Joseph
. Ruggiero noting no expenditures.
2) September 2016 Traffic and Revenue Analysis
Mr. Ruggiero noted for the month of September traffic increased 2.89% and
revenue increased 1.34%. No action was required by the Board.
3) September 2016 E-ZPass Sales Analysis
Mr. Ruggiero indicated that year-to-date 2016 tag sales were 4,377, compared to
4,656 sold year-to-date 2015. No action was required by the Board.
4) Historic Bridges of the Hudson Valley (HBHV) Monthly Report for August 2016
Ms. Sullivan reported to the Board that the HBHV Board of Trustees will be
meeting on October 20th 2016 to review old and new business and to hear
reports as noted below.
Expenditures for September :
1. Payroll for Kathryn Burke, Director
2. No other expenditures to date
Tara Sullivan's HBHV projects included:
1. Weekly meetings and reports with Kathy Burke
2. Project updates
a. Preparing press release for HBHV presentation to Mid-Hudson Teacher
Center
b. Skywalk update-sidewalk project is underway
c. Interpretive signage update-research and design continues for the RVWB
signs with the Bureau of Historic Sites, part of OPRHP
d. Anchorage update-contractor working on conceptual design and will
furnish us with a completion date on October 11th as well as subsequent
weekly updates
Kathy Burke's projects included:
1. Major presentation to the Board of Mid-Hudson Teacher Center (HBHV is a
new affiliate) including curriculum-see attached press release
2. Preparing presentations for "Lifetime Learning" at Marist and other regional
colleges
5391
3. Preparing for oral histories for NYSBA/HBHV
4. Continued development and expansion of HBHV.org including lesson plans
and interactive aspects to be used by educators in a Google "share"
5. Update of social media Extensive historic research for interpretive signage at
RVWB
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5392
OLD BUSINESS :
1) Update on TTI AET Feasibility Study
Mr. Bushek explained to the Board since the approval of the AET Feasibility
Study in August, TTI has commenced work on the project and has tentatively
scheduled dates to issue a survey to cash patrons. The Authority survey will
assist the Authority in understanding cash patron behavior at all facilities.
The Authority anticipates distributing surveys with toll collectors passing out
cards from all cash lanes during the following times:
Thursday , November 17
Friday, November 18
Saturday, November 19
8:00am to 6:00pm
8:00am to 6:00pm
1O:OOam to 8:00pm
Based on TTl's recommendation the Authority will offer free passage to patrons
who complete and return the survey on a subsequent trip. Previous surveys by
TTI have demonstrated that incentives improve patron responses by over 600%.
Based on traffic patterns during the previous year if roughly 30% of cash patrons return the survey it would amount to approximately 25,000 responses or $40,000
in tolls. All surveys must be returned by December 191 or they become ineligible
for free passage. No action required by the Board.
This concluded the regular meeting. Chairman Gerentine asked for a motion to
adjourn the meeting. On a motion of Commissioner Stanton, seconded by
Commissioner Jablonski and approved unanimously, the regular meeting
adjourned at 3:30 P.M.
The next regular Meeting of the Board of Commissioners meeting is scheduled for November 1ylh at 3:00 P.M. at Headquarters.
NEW YORK STATE BRIDGE AUTHORITY
BOARD RESOLUTION
Resolution No.:
Resolution Date:
WHEREAS the Board has established that it is necessary to procure fuel
products to maintain its facilities and operate its equipment; and
WHEREAS, the Authority on December 18, 2914, adopted use of the then
current NYS OGS Fuel contracts for gasoline, diesel and fuel oil with their terms and
conditions; and
WHEREAS, the NYS OGS fuel contract awards due to expire have been extended by
NYS QGS with the revised contract end dates as .follows:
Diesel Fuel extended through August 30, 2018
Fuel Oil extended through August 30, 2018
Gasoline extended through December 18, 2018; now therefore
BE IT RESOLVED the Authority hereby acknowledges and approves the
continued purchase of fuel under the previously adopted NYS OGS contracts as
extended through the revised contract end dates; and
BE IT FURTHER RESOLVED that the Executive Director, or his designee·, is
hereby authorized and directed to take the necessary measures to implement this
resolution.
IN WITNESS WHEREOF, this resolution has been duly adopted this 1ih day of
November, 2016.
Joseph Ruggiero, Secretary
NEW YORK STATE BRIDGE AUTHORITY
BOARD RESOLUTION
Resolution No.: ------
Resolution Date: --------
WHEREAS, the New York State Bridge Authority has determ ined that it is in the public interest to
award a multi-year professional engineering services contract for biennial bride inspections of the
Authority's river crossings: the Bear Mountain Bridge, Newburgh Beacon Bridge North and South Spans,
Balmville Road Bridge over 1-84, 1-84 Bridge over 9W, Mid-Hudson Bridge, Route 44/55 Bridge over 9W,
Kingston-Rhinecliff Bridge and the Rip Van Winkle Bridge to be designated as (BA-2017-RE-103-ES);
and
WHEREAS, the Authority advertised for "Biennial Bridge Inspection Services" in the New York
State Contract Repof!er ; and
WHEREAS, the Authority intends to hire three (3) Consultants to each inspect one main bridge
and its ancillary structures and approaches per year; and;
WHEREAS, seven (7) firms submitted their technical and cost proposals;.and
WHEREAS, the Authority has determined that XXXX of XXXXX , XX is best qualified to provide
the required professional services; now therefore
BE IT RESOLVED that an agreement be issued to XXXX to provide Biennial Bridge Inspection
Services at a not to exceed cost of $XXXXX; and
BE IT FURTHER RESOLVED that the Authority may, at the Board's discretion, extend this
contract for three or more additional years ; and
BE IT FURTHER RESOLVED that the Executive Director, or his designee , is hereby authorized
and directed to take the necessary measures to implement this resolution.
IN WITNESS WHEREOF , this resolution has been duly adopted this 1?'h day of November 2016.
Joseph Ruggiero, Secretary
NEW YORK STATE BRIDGE AUTHORITY
BOARD RESOLUTION
Resolution No .:------
Resolution Date: -------
WHEREAS, the New York State Bridge Authority has determined that it is in the public
interest to award a contract for professional design services in connection with the Newburgh
Beacon Bridge North Span Catwalk and Cable Tray Rehabilitation to be designated BA-2016-
RE-109-DE; and
WHEREAS, the Authority 's Engineering department advertised this request in the New
York State Contract Reporter and received X (X) technical and cost proposals; and
WHEREAS , Authority's Engineering department has reviewed these proposals and has
determined that XXX is best qualified to provide the required professional services; now
therefore
BE IT RESOLVED that the Board of Commissioners of the New York State Bridge
Authority award a professional services contract to XXX of X, XX in an amount not to exceed
$XX,OOO.OO; and
BE IT FURTHER REOLVED that the Executive Director, or his designee, is hereby
authorized and directed to take the necessary measures to implement this resolution.
IN WITNESS WHEREOF, this resolution has been duly adopted this 17th day of
November, 2016.
Joseph Ruggiero, Secretary
NEW YORK STATE BRIDGE AUTHORITY
BOARD RESOLUTION
Resolution No.: ------
Resolution Date: -------
WHEREAS, the New York State Bridge Authority has determined that is it in the public interest to issue a third
and final purchase order extension to Community Custom Services for the purchase of System-wide Street Sweeping
Services (BA-2013-0E-004-0T); and
WHEREAS , the Authority's Engineering Department had publicly advertised the opportunity for this service in
the NYS Contract Reporter with the right to extend the term for up to three (3) additional one (1) year periods due to
increases in insurance , fuel costs or prevailing wages; now therefore
BE IT RESOLVED that the Board of Commissioners of the New York State Bridge Authority authorize that the
existing contract BA-2013-0E-114-0T be extended for its third year to Community Custom Services for System-wide
Street Sweeping Services at a rate of
$1,012.00 per day with a total purchase order not to exceed the amount of $45,540.00 and
BE IT FURTHER RESOLVED that the Executive Director, or his designee, is hereby authorized and directed to take
the necessary measures to implement this resolution.
IN WITNESS WHEREOF, this resolution has been duly adopted this 17th day of November, 2016.